HCC Committee Meeting Minutes

Virtual Meeting Held Online

7.30pm Monday 17th May 2021

 

Attendees:

 

Paul Morgan (PM)

Andy Griffiths (AG)

Katrina Smith (KS)

Liz Owen (LO)

Tony Kerr (TK)

Neil Smith (NS)

Jonathan Pope (JP)

Richard Matthews (RM)

Lesley March (LM)
Apologies: Mike Dallaway Andy Mecrow    
Guest: Chris Tooze (CT) Paul Hunter (PH)    

The meeting started late as there had been a number of issues with people struggling to join the meeting.

Everyone eventually joined bar Paul Morgan.  It was agreed to abandon the Teams meeting and to reconvene via Messenger video call.  This worked surprisingly well despite back ground noise due to not being able to mute when not participating.

 

  • Paul Morgan started the meeting by offering to stand down from Chair. This was because of a Messenger Error and some complaints received.  Apologies had been made and accepted.  The nature of the complaints were not specified due to confidentiality.  After some discussion the Committee present re-affirmed their confidence in the Chair and unanimously agreed that he should not resign.
  • Paul advised that for personal reasons Alison and Ben Hardy had decided to step down from the Committee.
  • Katrina Smith had offered to temporarily take the minutes until a replacement can be found.

 

Minutes and Matters Arising:

Club Admin Update via PM

  • FSRT and the Paddlesport Instructor course had all gone really well and the Gazebo had been used as an outside class room, shelter and hot drinks area. Stanton Lakes had been concerned about us using the Lake on a Sunday before 10am due to the open water swimmers but Paul had been in touch with Jai and he was ok with us using the lake.  On the day there was plenty of space and there had been no issues.  A Key had been provided each day to use the toilets and this had not been charged for.

 

  • Covid risk Assessment has been updated.
    • Action: LO to put link on Coaches & Leader Facebook page
    • Action: AG to update website

 

  • There was a lot of discussion about the Covid information on the web site and Bookwhen and the recent changes and reality of how things were now working at the lake with respect to a recent complaint from a new Member who had followed the website instructions and consequently missed their booked session. With the COVID changes TK asked whether we were still being a little over cautious when Team sports were taking place.  There are some communication issues being experienced with some members.  It was suggested that as we come out of COVIS we can try and get back to a more normal Club sessions.  As a Club we need to be:
    • Consistent with information
    • Simplicity
    • Politeness
  • Discussions took place around member issues regarding certificates and the booking system and how we might be able to improve. Prior to the COVID restrictions members would normally be able to chat with a Coach or whoever was manning the sign in at the container but this has not been possible.  It was suggested that a simple flow chart be produced to show the paddling journey.
    • Action: LO & AG – a new member sheet has been produced. This could be expanded for the web site and also, we put a link on the Facebook page. AG explained that he feels it needs some more work and perhaps needs to get some input from the Coaches.
  • It was agreed to start the trial sessions after all restrictions have been lifted. People can be told to either wait or join.
    • Action: AG to put this information on the website
  • The Club Affiliation & Liability Insurance certificates are now on the notice board in the container plus the Child Welfare Officer details.
    • Action: AG the Club Welfare Officer details need updating to Andy Mecrow on the website.
  • AH will pass on Boat licences to PM
  • It was asked if we should sign up for the clean Up Kit.
    • Action: PM will investigate further
  • Missing certificates have been finally received and passed on.

Finance

  • Non presented as LM had not planned to attend but as the meeting had changed from Teams to a Messenger call Lesley had answered the call but had needed to leave before this point.

Equipment

  • Mike Dallaway is away for 2 weeks. The cable is in the container.  Paul Hunter is very busy at the moment so when he is available, he will liaise with Mike regarding possible date for laying the cable.  This will need to be liaised with Stanton Lakes too.  Paul Hunter thinks it can be dug in a day.

Events & Trips

  • NS reported putting up posts to ask about what trips people want and also to the Coaches & Leaders group. NS is unable to trip lead for the next 3 weeks due to working on his own paddling award.

Club Development

  • PM had discussed with Ben about the role and Ben said he would continue to support whoever took over until the end of June at the latest but was also in the middle revision and exams. Ben had suggested that the role could be split into 2 separate posts.  One for Lake sessions and the other for courses.  It was agreed that is a good idea.  Lake Session Coordinator, Coach/Leading Development Officer.  Johnathon Pope said he would give the Lake Session Coordinator role a go and would look to try and organise a 6-week plan for the Lake sessions.
    • Action: PM will put a post on Facebook to advertise post.
  • It was mentioned that if splitting the role permanently then the constitution would need changing. It was agreed to trial it until the next AGM.
  • It was reported that we are going through the process of validating HCCs new Coach quals and Andy Mecrow is contacting him about going through the DBS process.

Membership

  • LO reported that we have 124 Members.
  • LO had been offered a Liquid Logix Hoss for free,
    • Action: LO to pass on details to Neil Smith while Mike Dallaway is away.

Club Communications

  • Equipment Officer email has been set up.
  • AG had investigated BookWhen and reported for the extra money to upgrade there was very little advantage in changing from the current package.
  • Google Drive Access has been updated but more work is required, this and other activities would be better carried out over the Winter when things are a little less busy.
  • Johnathon Pope would like to access Google Drive to set up a schedule to share.
    • Action: AG to provide access.
  • It was a greed that we need to set up a system to track certificates. A google sheet could be used that would contain no personal info.  AG does Start & Discover Award but he believes the coach does Explore.
  • TK advised how the Explore validation should work. Register the course with BC then when passed details are entered for the certificates.  It was thought to input Explore Award with BC we need a signed off person.  Previously Dale Clarke had entered the Candidate details of those that had passed.  LO advised that we are trying to find out as a Provider who is signed off to log onto the BC system to make the award.  TK suggested there should be a tick box as to what Members have done and if they are new to the Club then they show a certificate or have to do a competence test.  KS suggested producing a competency check sheet for a Coach to sign off which is put on their record.  They could then go on trips.
    • Action: PM will discuss some of the issues with the coaching Dept at BC.
  • Members Day 26th Alison Hardy had asked Stanton Lakes & was OK.  This needs to be checked and then Promoted.  JP suggested overnight camping.  This is a good idea but that we should be aware it is quite expensive.
  • The COVID Risk Assessment will need reviewing based on the next set of restriction lifting.

 

AOB

  • PM has had several conversations with Members with Questions not being answered and People feeling not welcome and a lack of communication. We need to be more inclusive and open.
  • AG asked how we should manage Friends of HCC. – It was suggested that it should be moderated which could be done by Admin. Richard Matthews & Johnathon Pope volunteered to be Moderators.
  • It was suggested simplifying the schedule for the rest of the season. TK suggested:
    • wk1 – Start / Improvers or guided social / Social
    • wk2 – Discover & Explore
    • wk3, wk4, wk5 as above
    • wk6 – as wk1
  • Safeguarding
  • Dealing with enquiries and too much chat on the chat group.
  • LO asked on behalf of Andy Mecrow whether all Coaches and Leaders need safeguarding. It was agreed as a Club we should.  PM had tried to organise a Club course but COVID das interrupted the plan.  He will try and see if this could be planned in again with BC.  AM was in the process of sorting out all the DBS for the Coaches and Leaders on his list who he did not have details for.
  • It was agreed for Andy Mecrow to do a session on a Thursday Evening for his Round table group. KS suggested they be invoiced the same as any other external group but AG suggested that it be just set up on Bookwhen to book on.
  • JP wanted to express his appreciation to Alison & Ben Hardy for organising the Paddlesport Instructor Course
  • Thanks were expressed to Alison & Ben for all their support & work on the Committee.
    • Action: PM & AG to have a separate session on Teams to try and resolve joining issues.

 

Next Meeting Monday June 14th online from 7.30pm